Litigation Legal Secretary

Position Title: Litigation Legal Secretary

Location: San Jose, CA

Employment Type: Full-Time, On-Site

About Us:

We are a small but esteemed law firm in downtown San Jose law firm practicing probate, trust and estate litigation, along with criminal and civil cases. We seek a Trusts, Estates, and Probate Litigation Legal Secretary to provide high-level support to several attorneys, with primary responsibility as the partner’s lead assistant.

Position Overview:

The Legal Secretary will perform a wide range of administrative, clerical, trust administration, probate and estate litigation support functions. This role requires strong organizational skills, excellent written communication, and a proactive approach to managing deadlines and court requirements.

Responsibilities include:

Transcribe attorney dictation and prepare, revise, and format legal documents, including pleadings, discovery, motions, and correspondence.

Heavy management of attorney calendars; including scheduling and managing logistics of proceedings, depositions, mediations, and client meetings, etc.

E-file and lodge documents in local Courts; ensure compliance with local rules, etc.

Track case deadlines and maintain detailed docket and litigation calendars.

Organize and maintain electronic and physical case files, exhibits, etc.

Communicate professionally with clients, court personnel, experts, and opposing counsel, etc.

Assist with trial preparation, including binders, witness materials, and exhibit lists.

Manage incoming mail for the department, service of documents, and proof of service requirements.

Track and input billable time and expenses accurately.

Other duties as assigned to support attorney’s case management and litigation workflow.

Qualifications:

Minimum two years of administrative/secretarial experience; legal receptionist or legal secretary background strongly preferred, with a demonstrated desire to learn and grow.

Proficient with Microsoft Word/Excel, PDF editors, and document management systems.

Ability to prioritize and manage multiple deadlines and priorities in a fast-paced environment.

Exceptional attention to detail, proofreading skills, and professional communication.

Ability to maintain strict confidentiality of sensitive information.

Self-directed, patient, reliable, and capable of working both independently and as part of a team.

Preferred Qualifications:

Experience as a legal secretary and/or an ABA-approved paralegal certification (or equivalent qualification).

Notary Public certification (or willingness to obtain).

Familiarity with legal terminology.

Prior exposure to a legal environment or coursework in legal studies.

Mandatory Qualifications

1–2 years of office or administrative experience (legal experience a plus but not required).

Experience in customer service, clerical, or document-management roles.

Interest in litigation and learning court rules and procedures.

Strong organizational skills and ability to manage multiple tasks.

Excellent written and verbal communication skills.

Proficiency with Microsoft Word, Outlook, and PDF editing software.

Ability to maintain confidentiality and professional discretion.

Positive attitude, team player, and proactive approach to assignments.

Compensation & Benefits

Competitive entry-level salary with opportunity for bonuses

Medical, etc. benefits package

Retirement plan participation

Paid time off and holidays

Opportunities for mentorship, skills training, and advancement

How to Apply

Please send your resume and a brief cover letter with salary expectations.